information for lodge secretaries -...

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Masonic Province of West Kent Issued: JULY 2016

Information for

Lodge Secretaries &

Chapter Scrib se E

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Masonic Province of West Kent Issued: JULY 2016

SECRETARIES / SCRI SBE E HANDBOOK

Provincial Office: Oakley House Bromley Common Bromley Kent BR2 8HA Tel: 020 8462 9249 Email: Provincial Grand Secretary [email protected] Provincial Assistant Grand Secretary [email protected] Website www.westkentfreemasons.org.uk

mailto:[email protected]


http://www.westkentfreemasons.org.uk/

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Masonic Province of West Kent Issued: 6012 YJUL

Contents PREAMBLE ............................................................................................................... 5

LINES OF COMMUNICATION ........................................................................................... 6

THE GRAND LODGE/CHAPTER INSTALLATION RETURN “FORM LP & A4” .................................... 7

THE GRAND LODGE/CHAPTER ANNUAL RETURN “FORM AR1” ................................................ 7

THE PROVINCIALGRAND LODGE / CHAPTER ANNUAL RETURN ................................................ 7

GRAND LODGE/CHAPTER REGISTRATION FORM ‘P’ - RULE 159 & REGULATIONS 66 & 67 ................ 8

REQUESTING A GRAND LODGE CERTIFICATE “FORM LP & A5” - RULE 174 .................................. 8

BALLOTS FOR INITIATES/EXALTEES - JOINERS - REJOINERS - HONORARY MEMBERS ....................... 9

CHANGING THE DAYS OR DATES OF THE MEETINGS - RULE 141 .............................................. 9

MOVING THE LODGE/CHAPTER TO ANOTHER VENUE - RULE 141 ............................................. 9

DISPENSATIONS .................................................................................................... 10

DETAILS REQUIRED ON A LODGE/CHAPTER SUMMONS FOR CANDIDATES .................................. 10

ELECTION OF CANDIDATES – BLACKBALLING - RULE 165 & REGULATION 66 .............................. 11

ELECTION OF MASTER AMENDED - RULE 105(a) ............................................................... 11

ELECTION OF TREASURER ........................................................................................ 12

AMENDED RULE 112(a) ........................................................................................... 12

PERIOD OF TIME BETWEEN DEGREES - RULES 172 & 173 .................................................... 12

PRESENTATION OF A GRAND LODGE/CHAPTER CERTIFICATE ............................................... 12

- RULE 174(d) & REGULATION 69 ............................................................................ 12

CLEARANCE CERTIFICATES - RULE 175 & REGULATION 70 .................................................. 13

PROVINCIAL GRAND LODGE/CHAPTER RANK - RULE 68(a) & REGULATION 31 ............................ 13

RESIGNATION FROM THE LODGE/CHAPTER - RULE 183 ...................................................... 14

EXCLUSION FROM THE LODGE OR CHAPTER - RULE 181 ..................................................... 14

NON-PAYMENT OF SUBSCRIPTION - RULE 148 & REGULATION 71 .......................................... 14

BY-LAWS ............................................................................................................ 15

REGISTER OF MEMBERS - RULE 146(ii) OR REGULATION 61 ................................................. 15

PERIOD BETWEEN PROPOSAL AND BALLOTING - RULE 160 .................................................. 15

VISITS BY THE PROVINCIAL GRAND MASTER, HIS DEPUTY OR ASSISTANTS ................................ 16

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THE ANNUAL VISIT OF THE PROVINCIAL REPRESENTATIVE .................................................. 16

RESPONSIBILITY FOR FEES FOR INITIATION AND JOINING - RULE 171 ...................................... 16

DEATH OF THE MASTER OR A PRINCIPAL - RULE 119(a) & REGULATION 54 ............................... 17

POSTPONEMENT OF THE INSTALLATION MEETING - RULE 108(a) & REGULATION 58 .................... 17

RESPONSIBILITY FOR LODGES OF INSTRUCTION/CHAPTERS OF IMPROVEMENT ........................... 17

- RULES 132, 133, 134, 135 & REGULATION 74 ............................................................ 17

MINUTES OF LODGE MEETINGS AND CHAPTER /CONVOCATIONS - RULE 144.............................. 17

CANDIDATES FROM OUTSIDE THE PROVINCE - RULE 158 ..................................................... 17

PASSING AND RAISING CANDIDATES FROM OTHER LODGES - RULE 173(a) ................................. 18

VACANCY OF A LODGE/CHAPTER OFFICER - RULE 121 & REGULATION 55 ................................ 18

STANDARD WORDING FOR LODGE AGENDA .................................................................... 19

COMMON ERRORS WITH REGARD TO UNITED GRAND LODGE FORM “REGISTRATION FORM P” & OTHER

RETURNS ........................................................................................................... 23

COMMON ERRORS WITH SUPREME GRAND CHAPTER AND PROVINCIAL GRAND CHAPTER RETURNS .... 25

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PREAMBLE

This booklet is produced primarily for the information and assistance of the newly appointed Lodge

Secretary and Chapter Scribe E. It will also serve as a useful medium for the experienced Secretary or

Scribe E to use when checking a particular method or action required prior to implementing a change

of policy within the Lodge.

Always remember that if you are in doubt in regard to the correct course of action to take in regard to

any particular problem then a telephone call or personal visit to the Provincial Office could and

probably will save you considerable time and worry.

Remember that the problem or unusual situation which is presenting itself to you at any particular

moment is very probably one which is dealt with by the Provincial Office many times in the course of a

month.

It should be noted that whilst some references have been made in this handbook to the Royal Arch, to

include them all would make this handbook cumbersome and confusing, therefore where a reference

is made to Craft Masonry, Scribes E should consider whether or not this applies equally to the Royal

Arch. Every effort has been made to include relevant Book of Constitutions Rules and Regulations.

Where specific Rules or Regulations are quoted, Rules apply to the Craft and Regulations to the Royal

Arch and are taken from the “United Grand Lodge of England Constitutions and Supreme Grand

Chapter Regulations” (Book of Constitutions).

It is essential that ALL alterations are advised to the Provincial Office on Form WK90 as soon as they

occur.

These include the following:-

1 Dates of Initiation, Exaltation, Passing, Raising, Resignation, Death, Joining, Rejoining,

Honorary Membership, Exclusion etc.

2 Changes of Address and Telephone Numbers.

3 Masonic honours obtained from London, District or other Provinces.

4 Civil or Military honours.

All the information contained in the Provincial Manual is now taken directly from these records and

therefore its accuracy can only be as good as the source information.

IN PARTICULAR PROMPT ADVICE OF DEATHS AVOIDS UNNECESSARY DISTRESS TO THE BEREAVED.

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LINES OF COMMUNICATION

Direct to Grand Lodge and Supreme Grand Chapter:

Grand Secretary

Freemasons’ Hall

Great Queen Street

LONDON

WC2B 5AZ

Telephone Number 020 7831 9811

Direct to the Provincial Office:

With the exception of Forms LP&A5, WK90 and the Provincial Installation Returns which are now

downloaded electronically from the Provincial Website - completed on-line and e-mailed to Province

by the Secretary. ( Form LP&A5 may also be copied direct to UGLE using the e-mail address on the

form)

ALL other communications including the following

1.Completed Craft and Chapter Registration Forms - “Form P”

2.Completed Grand Lodge/Chapter Annual Return(Complete With Dues) - “Form AR1”

3.Completed Grand Lodge/Chapter Installation Return - “Form LP&A4”

MUST be sent to the:

Provincial Grand Secretary

Oakley House

358 Bromley Common

BROMLEY

Kent

BR2 8HA

Telephone Number: 020 8462 9249

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THE GRAND LODGE/CHAPTER INSTALLATION RETURN “FORM LP & A4”

The purpose of this form is two-fold, first it advises the United Grand Lodge of England of the names

of the Master and Wardens in office during the year commencing on the day of the Installation, and

secondly it advises the names of the Past Masters both of and in the Lodge who are currently in

membership and thereby entitled to attend the Quarterly Communications of Grand Lodge.

It is most important that this form is signed by the newly Installed Master on the night of his

Installation and returned to the Provincial Grand Secretary as quickly as possible after the day of the

Installation Meeting. Failure to do so could well mean that anyone named on that form presenting

himself for verification at the Porch of Grand Lodge could well be refused admission.

THE GRAND LODGE/CHAPTER ANNUAL RETURN “FORM AR1”

The purpose of this form, which is sent directly to Lodge Secretaries, is to enable an annual record to

be made of the membership of the Lodge. It WILL NOT necessarily include recently Initiated Brethren.

The form which is sent with the names and totals of the membership also includes a stated figure of

the dues outstanding for the year which must be paid to Grand Lodge. If this figure is at variance with

that which you have recorded then it is very probably due to the fact that you have not sent the

initiate’s details to Provincial Grand Lodge using Registration Form ‘P’ (Currently Issue 9 Reg/07/09).

For advice on discrepancies you should contact the Provincial Office. Once you are satisfied, the form

MUST be sent to the Provincial Office for onwards transmission by the Provincial Grand Secretary.

Please note that, having added any additional information, a copy should be retained by yourself and

the original the document with the necessary dues, should be forwarded to the Provincial Office.

THE PROVINCIALGRAND LODGE / CHAPTER ANNUAL RETURN

The purpose behind this form is to show to the Province a record of the membership of the Lodge or

Chapter including its growth by virtue of Initiates, Exaltees or Joining members during the year. It also

determines the accurate calculation of the Annual Provincial Dues.

Payment of these dues MUST be received by the Province within 28 days of the due date in

accordance with Provincial Grand Lodge By-Law 19, and Provincial Grand Chapter By-Law 9.

This documentation includes the details of the currently known Lodge/Chapter members. Any

alterations made to the list should be made in red ink or highlighted in such a way as to make the

changes obvious.

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GRAND LODGE/CHAPTER REGISTRATION FORM ‘P’ - RULE 159 & REGULATIONS

66 & 67

Secretaries and Scribes E are well advised to consult Rule 159 when checking the correct procedure in

regard to the completion of the Grand Lodge Registration Form ‘P’. This is the form used when an

Initiate or Joining or Rejoining Member wishes to join the Lodge. In the most general of terms,

providing that the Candidate either lives or works within the Province of West Kent the Lodge may

proceed at its own pace to process that form, with its subsequent advice to the Lodge and consequent

balloting at the following meeting.

Where the Candidate lives and works outside the Province of West Kent then an enquiry MUST be

made by the Lodge Secretary to the Provincial or Metropolitan Grand Secretary of the Province in

which the Candidate resides.(Rule 158) The application for membership by Initiation must not proceed

until a clearance has been received from the Province to whom the enquiry has been directed. It is

therefore quite wrong for the details of a Candidate to be shown on a Lodge summons before the

Lodge receives such a clearance to proceed. A Lodge MUST NOT interview a candidate until the

clearance certificate is received.

It is the DUTY of the Secretary to ensure that the statement made by the Master of the Lodge at the

bottom of the Grand Lodge Registration Form ‘P’ is read on EVERY occasion prior to a ballot being

taken.

WITHOUT THIS STATEMENT BEING READ THE BALLOT IS VOID

REQUESTING A GRAND LODGE CERTIFICATE “FORM LP & A5” - RULE 174

When a Candidate has been duly initiated and the Grand Lodge Registration Form ‘P’ has been sent to

Grand Lodge, complete with the appropriate registration fee, the only subsequent action which

requires to be taken is for the electronic Grand Lodge Form LP & A5, downloaded from the Provincial

Website, to be completed and e-mailed to Province. It may also be copied to United Grand Lodge

using the e-mail address provided on the form.

Immediately following a brother’s completion of his third degree, you must complete form LP&A5 with

his personal details and the dates of his Passing and Raising.

When this form is received by Grand Lodge they will process a Grand Lodge Certificate and send it to

the Lodge secretary in due course. The timing of this action varies with the time of year but in general

terms a period of four weeks is usual. An instruction on the Form states that if the certificate is not

received within 28 days, the Secretary should e-mail UGLE informing them that the Certificate is still

outstanding.

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Masonic Province of West Kent Issued:I 6012 YJUL

BALLOTS FOR INITIATES/EXALTEES - JOINERS - REJOINERS - HONORARY

MEMBERS

Grand Lodge recognise ONLY Candidates, not as you might perhaps imagine Candidates for Initiation

and Candidates for Joining and Candidates for Honorary membership. It is therefore quite in order for

a ballot covering any variation of the above mentioned groupings to be carried out in one ballot.

Should there prove to be a negative vote then it is of course mandatory for individual ballots to be

undertaken.

CHANGING THE DAYS OR DATES OF THE MEETINGS - RULE 141

Usually this occurrence takes place when a Lodge or Chapter moves to an alternative venue and is

dealt with under Rule 141. There are however occasions when a Lodge or Chapter for whatever reason

desires to change one or all of its meetings to alternative days or dates.

Attention to Rule 141 Sub Section (iv) is recommended in such a circumstance together with the

reminder that the By-Laws of the Lodge must of course be amended accordingly

HONORARY MEMBERSHIP – RULE 167

Rule 167 covers the subject of Honorary Membership and Lodge Secretaries are recommended to speak

to Brethren who are being suggested for this honour, for although it does quite rightly recognise in

many cases, years of service it does at the same time bring into being certain other factors which are

not always readily appreciated by recipients.

For example, honorary membership of his Lodge, i.e. the one in which he receives Honorary Mem-

bership means that the member so honoured is precluded from attending another Lodge more than

once after he becomes an Honorary Member. This does NOT apply to Brethren who remain subscribing

members of other Lodges.

Honorary Membership given to a Brother relieves the Lodge of the requirement to pay Grand Lodge

dues in his name. They are however due for the year in which he is made an Honorary Member or

indeed for any part of it.

Lodge Secretaries are asked to draw the attention of their members to the statement contained in the

booklet “Information for the Guidance of Members of the Craft” which gives a clear explanation of the

reasons FOR awarding and for NOT awarding Honorary Membership of a Lodge.

MOVING THE LODGE/CHAPTER TO ANOTHER VENUE - RULE 141

The likelihood of this occurring to the majority of Lodges is slight and precisely because of this fact it

does sometimes become a minefield for the unwary.

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Rule 141 is very explicit to the inexperienced, and Lodge Secretaries are advised to read the various

facets and requirements before embarking upon any action. If in any doubt at all please consult with

the Provincial Grand Secretary who will be pleased to assist with advice and timing.

Any change of venue will necessitate a change in the Lodge By-Laws.

DISPENSATIONS

A Dispensation is of course a license of exemption to vary any usual action and therefore is available if

the circumstances appertaining are of sufficient importance and are agreed as such by the Provincial

Grand Master/Most Excellent Grand Superintendent.

It is usual in the Province of West Kent for Lodges or Chapters whose regular meeting day coincides

with the day of Provincial Grand Lodge or Provincial Grand Chapter to be granted a Dispensation free

of charge so that they can vary their day of meeting and thus attend either of the aforementioned

Provincial meetings.

Application for a Dispensation should be made to the Provincial Office well in advance of the occasion

for which it is required and Lodge Secretaries and Chapter Scribes E should not assume that simply

because they have made an application that it will of necessity be granted. The Provincial Grand

Master/Most Excellent Grand Superintendent will require sufficient proof that a need exists before

granting such a Dispensation.

Do please ensure that the fullest details are given when applying for a Dispensation.

A fee is charged for the granting of such a Dispensation.

DETAILS REQUIRED ON A LODGE/CHAPTER SUMMONS FOR CANDIDATES

The term “CANDIDATE” applies to anyone who is applying for Initiation, Exaltation, or to become a

Joining or Rejoining Member, or whom the Lodge or Chapter wishes to make an Honorary Member. In

the case of a Joining Member, this also applies to a Brother wishing to join from another Constitution.

Rules 163, 164, and 167 deal most fully with the requirements which appertain to the information

given on the Lodge summons and these should be studied very carefully before committing the written

word into print. Failure to give the correct information can render the subsequent balloting void. If in

any doubt at all as to the correct action to take please consult with the Provincial Office who will be

pleased to advise you on the correct method to be used.

The details required on the Summons are as follows:

For Candidates for Initiation:

1. Full Name.

2. Date of Birth (Not Age).

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3. Profession or Occupation (Proper description, not Company Director, Civil Servant etc.).

4. Full Private Address.

5. Full Business Address.

6. Names of Proposer and Seconder.

7. Date of Proposal in Open Lodge.

For Candidates for Exaltation:

1. Items 1, 2, 3, 4, 5, and 6 As for Candidates for Initiation.

2. Names and Numbers of ALL Lodges which the Candidate has either been a member of, or is a

member of including Lodges that have been erased from the register of the UGLE.

3. Date of Raising.

For Candidates for Joining or Rejoining:

1. All Details As for Candidates for Initiation or Exaltation as applicable.

2. Names and Numbers of all Lodges or Chapters, as applicable, which he has either been a member

of, or is a member of including Lodges that have been erased from the register of the UGLE.

ELECTION OF CANDIDATES – BLACKBALLING - RULE 165 & REGULATION 66

Rule165 and Regulation 66 state that if three blackballs appear against a Candidate he may not be

admitted as a member of the Lodge or Chapter but the Lodge or Chapter By-Laws may also enact that

either one or two balls may exclude.

In all cases where it is thought that a blackball situation may arise it is most essential that it must not

be allowed to progress to a ballot in open Lodge or Chapter or be placed on the summons until it has

been satisfactorily resolved by the Worshipful Master, Secretary and the parties involved. If this is not

possible the matter should be brought before the Lodge or Chapter Committee. If the situation cannot

still be resolved and the parties press to proceed it is most important that reference be made to the

Provincial Office before any further action is taken.

It is also strongly recommended that all ballots for new Candidates should be taken at the meeting

prior to the meeting at which they are to be initiated/exalted so as to save any possible

embarrassment to the Candidates and their sponsors should the ballot prove not to be in their favour.

This does however not preclude the election and initiation/ exaltation of a Candidate at the same

meeting should circumstances dictate.

ELECTION OF MASTER AMENDED - RULE 105(a)

Approved at Quarterly Communications 9th June 2004

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Rule 105 (a) Every Lodge shall annually, on the day named in its by-laws for the purpose, proceed to

elect a Master by ballot from among those of its members who have, or previously to the installation

of such Master shall have, served for one year (that is to say from one regular installation meeting

until the next regular installation at the corresponding period in the following year) the office of

Master, or of Senior Warden or of Junior Warden, in a regular Lodge warranted under the Grand

Lodge, or who shall have been rendered eligible by dispensation under Rule 109. The ballot shall be

declared in favour of the member thus qualified who has received the largest number of votes of the

members present and voting.

If there be only one nomination and if no other member duly qualified shall have indicated to the

Secretary that he wishes to be considered and if no member present calls for a ballot then it shall be

permissible for the Master to declare the election in favour of the nominated member, provided that

the election shall not be so declared unless notice of the intention so to do and the identity of the

sole Brother nominated shall have been given on the summons convening the meeting at which the

election is to take place.

ELECTION OF TREASURER

AMENDED RULE 112(a)

Approved at Quarterly Communications 9th June 2004

The Treasurer shall be elected by the members on the regular day of election of the Master and in

the same manner

PERIOD OF TIME BETWEEN DEGREES - RULES 172 & 173

As will quickly be seen from reading Rule 172 the period of time between the conferring of degrees

must be four weeks.

Where a Lodge is in the situation of experiencing a backlog of degrees to perform it is perfectly

possible for another Lodge to be asked to carry out a degree of Passing or Raising providing the

requirements of Rule 173 have been complied with.

See also Page 17.

PRESENTATION OF A GRAND LODGE/CHAPTER CERTIFICATE - RULE 174(d) & REGULATION 69

As will be appreciated by reading Rule 174 (d) a Brother’s Grand Lodge Certificate should be

presented to him in Open Lodge and the fact entered on the Minutes. Where it is not possible for any

reason for this to be done, the Certificate should be sent to him by registered post, and the Secretary

should report the fact at the next regular meeting so that it can be duly recorded. It is quite wrong for

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the Lodge Secretary to retain the Grand Lodge Certificate hoping that the Brother concerned will

attend the next meeting of the Lodge.

He is entitled to receive this certificate as proof of his having taken the three degrees of Craft

masonry and it should not be withheld from him for whatever reason.

A Grand Lodge/Chapter Certificate MUST be signed in the margin, upon receipt by the

Brother/Companion to whom it is issued provided that the information on the certificate is correct.

CLEARANCE CERTIFICATES - RULE 175 & REGULATION 70

This certificate is usually requested by a Brother when resigning from a Lodge or when he is to become

a Founder or a Joining member of another Lodge. Rule 175 covers the issue of such certificates very

clearly. It is of course very important that the Secretary communicates with the Treasurer before

issuing such a certificate to ensure that that the Brother to whom it is being issued is clear of all

financial liability to the Lodge.

Contrary to popular belief it is not necessary for a printed form to be used, a simple statement signed

by the Treasurer or Secretary is all that is required.

It is sometimes the case that a Lodge to whom a former member has applied for membership makes

contact and asks for a certificate of clearance for such former member, the same rules apply and it

would be quite wrong to issue a clearance certificate if the Brother in whose name the application was

made left the Lodge owing monies, or was excluded for that reason.

PROVINCIAL GRAND LODGE/CHAPTER RANK - RULE 68(a) & REGULATION 31

Provincial Rank is given at the hand of the Provincial Grand Master/Most Excellent Grand

Superintendent and his decision may not be questioned.

Lodge Secretaries and Scribes E are sent a form or forms usually on an annual basis on which details of

a Brother’s Masonic career is requested. These forms are required to be returned by a specific date.

The fullest details should be given which will enable the Provincial Grand Master/Most Excellent Grand

Superintendent to have the maximum information available to him in order that an accurate

judgement may be made of the Brother or Companion concerned.

The same comments apply equally to those Brethren being considered for Promotion within the

Province.

The Province is limited by Rule 68 (a) and Regulation 31 to the number of Active and Past Ranks it may

confer in any one year and this number must not be exceeded.

Secretaries and Scribes E by the very nature of their role within the Lodge are frequently the Brethren

with the most comprehensive knowledge of the members and their contribution to the work of the

Lodge or Chapter. The Province does therefore rely very much upon the Secretary/Scribe E of the

Lodge/Chapter to keep them advised of any particular Brother or Companion and his contribution in

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order that the requisite consideration may be available when an appointment is being considered,

both initially and for Promotions.

Secretaries are asked to bring to the attention of their Assistant Provincial Grand Master the details of

any Brother whose service and dedication are appropriate for such consideration. Similarly, Scribes E

should report to the Assistant to the Provincial Grand Principals responsible for their Group.

Letters of Appointment, when despatched to recipients, call for a reply to the offer of Provincial

Rank. The recipient is also asked to complete a form for despatch to his Lodge Secretary/Scribe E

advising of his Appointment or Promotion.

The offer of Provincial Rank can be accepted or rejected by the person to whom it is directed. No

correspondence whatsoever will be entertained in connection with the rank offered either from the

recipient or the Lodge/Chapter.

RESIGNATION FROM THE LODGE/CHAPTER - RULE 183

Secretaries and Scribes E are recommended to read and study very carefully Rule 183 for the

miscellany of ways in which this particular action can be dealt with are a truly masonic minefield for

the unwary.

Secretaries and Scribes E are particularly advised to note very carefully the date on which they

received either orally, in open Lodge, or in writing such a resignation from a member for this may well

have a very important bearing on subsequent actions.

Resignations by Email can only be accepted from the date on which the Email was received PROVIDED

that a signed letter is received from the person concerned within 6 weeks of the date of the Email.

Failure to receive the signed letter will invalidate the date of resignation shown on the Email.

EXCLUSION FROM THE LODGE OR CHAPTER - RULE 181 NON-PAYMENT OF SUBSCRIPTION - RULE 148 & REGULATION 71

A Brother or Companions membership of a Lodge or Chapter may be terminated for a number of

reasons, the most usual of which is that he has not paid his fees for a period of two years. In this

instance his membership of the Lodge or Chapter will cease automatically under Rule 148 or

Regulation 71. This procedure is called Cessation of Membership. NB This Rule/Regulation is currently

under review.

It is incumbent upon the Lodge Secretary or Chapter Scribe E to notify both Grand Lodge and

Provincial Grand Lodge of the name and period of indebtedness of a Brother who fails to pay his

subscription for a period of two years. It is also required under this Rule that the fact be announced at

the next regular meeting of the Lodge or Chapter and recorded in the Minutes.

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Masonic Province of West Kent Issued:I 6012 YJUL

It is quite permissible for a Lodge or Chapter under its By-Laws to enact a period of less than two

years, should it so desire, in which case Exclusion from the Lodge or Chapter would be appropriate

under Rule 181.

There are a number of other reasons why a Brother or Companion can be excluded from membership

of a Lodge or Chapter and it is advisable to study Rules 127, 163, 150, 180, 181, 182 and 183. It is not

necessary to learn them by heart, simply to know where to look if the occasion arises.

The name of a former member who subsequently pays all of his indebtedness to the Lodge or Chapter

and once again resumes membership by rejoining should be communicated to Provincial Grand Lodge

of a registration Form P for onward transmission to the Grand Secretary.

BY-LAWS

By-Laws are of course usually framed upon the formation of a Lodge, and at its subsequent

Consecration they are usually approved and a copy forwarded to the Province, who in turn ensure that

a copy is sent to Grand Lodge.

It occasionally happens that a Lodge wishes to alter, change, amend or otherwise reconstruct one or

more of its By-Laws. For the unwary and perhaps inexperienced Lodge Secretary it is always advisable

to speak to the Provincial Office first in order to assure yourself that the action you are about to take,

and in many cases advise the Lodge to take, is both permissible and correct. When you have obtained

certification of your action you should then proceed as advised, remembering of course that all

changes in Lodge By-Laws have to be approved by the Provincial Grand Master and the alteration

therefore should be sent to the Provincial Grand Secretary for that purpose.

Model By-Laws are issued by Grand Lodge from time to time which cover facets usually required by the

members and are to be recommended to any new group of Brethren considering the formation of a

new Lodge. The adoption of these Model By-Laws is strongly recommended when making major

revisions to existing and possibly outdated By-Laws.

REGISTER OF MEMBERS - RULE 146(ii) OR REGULATION 61

Rule 146 (ii) and Regulation 61 requires every Lodge and Chapter to keep a register of all members

both Past and Present together with their dates of Initiation, Passing and Raising, or Joining or

Rejoining as the case may be together with their date of birth, addresses, titles, and professions or

occupations, and the dates and reasons for their ceasing to be members.

PERIOD BETWEEN PROPOSAL AND BALLOTING - RULE 160

A Grand Lodge Registration Form “P” containing the name and details of a Candidate for Initiation into

a Lodge must be deposited with the Lodge Secretary for a minimum of fourteen days before the

regular meeting at which it is to be read out.

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Once a Grand Lodge Registration Form “P” has been read out for a Candidate for Initiation, Joining or

Rejoining it is mandatory that the Ballot for that Candidate or Candidates be taken at the next

meeting of the Lodge. Rule 159 refers.

If a Candidate approved for Initiation is not so Initiated within one year from the date of his having

been so approved, such election shall be void and the procedure re-enacted.

VISITS BY THE PROVINCIAL GRAND MASTER, HIS DEPUTY OR ASSISTANTS

When a Lodge is honoured by the visit of any of the above named Executive Officers of the Province

they will always be accompanied by either the Provincial Grand Director of Ceremonies or one of his

Deputies. The procedures are generally well known to most Lodges and the ceremonial required is

normally supplied well in advance of the visit taking place.

On such occasions the aforementioned Brethren will always be seated at the right of the Master in the

Temple and will be offered the gavel upon entry into the Lodge. Any salutations to Grand Officers,

Provincial Grand Officers, or Holders of Senior London Grand Rank or London Grand Rank MUST be

dealt with prior to the entry of the aforementioned Brethren.

It is customary, in the Province of West Kent, for such Brethren to close the Volume of the Sacred Law

at the conclusion of the meeting.

THE ANNUAL VISIT OF THE PROVINCIAL REPRESENTATIVE

A member of the Provincial Grand Master’s team of visiting Grand Officers or Provincial Grand Officers

will visit a Lodge/Chapter once a year. He will arrange through the Secretary of the Lodge/Chapter a

date for the visit that is mutually convenient.

It should be noted here that the Deputy Provincial Grand Master and the Assistant Provincial Grand

Masters represent themselves by virtue of their own Patents of Office and they should never be

referred to as the Representative of the Provincial Grand Master. The simple way to remember this

fact is that anyone wearing a “Chain of Office” in a Lodge represents themselves.

The name of the Provincial Representative will be advised to the Lodge Secretary well in advance of

the meeting day and a summons should be sent to him as quickly as possible. A letter of welcome and

some facts about the Lodge are always appreciated by the representative for it helps him to gain a

picture of the Lodge he is to visit. He will arrive in good time and should be welcomed and introduced

to the senior members of the Lodge. He will respond to the toast to the Provincial Officers and should

be treated as an honoured guest throughout his visit. Ensure he meets as many members as possible

and is not left to look after himself.

RESPONSIBILITY FOR FEES FOR INITIATION AND JOINING - RULE 171

The attention of ALL Proposers and Seconders should be directed towards the provisions of Rule 171

which quite clearly states that any member who proposes or seconds a Candidate for Initiation or

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Joining shall be responsible to the Lodge for all fees payable under its By-Laws in respect of such

Candidate.

DEATH OF THE MASTER OR A PRINCIPAL - RULE 119(a) & REGULATION 54

Rule 119(a) and Regulation 54 deal very clearly with this situation.

The Senior Warden calls the meetings of the Lodge but none other than a Past Master may occupy the

Master’s Chair and conduct the ceremonies. If the Immediate Past Master is present it would be his

duty to officiate.

It is most important that the death of a Master be communicated to the Provincial Office without

delay.

POSTPONEMENT OF THE INSTALLATION MEETING - RULE 108(a) & REGULATION 58

Rule 108(a) deals very clearly with this situation. Remember that the Master remains in office until

such time as he is replaced by the Installation of a new Master.

It is most important that the details of such a postponement are communicated to the Provincial

Office as quickly as possible.

RESPONSIBILITY FOR LODGES OF INSTRUCTION/CHAPTERS OF IMPROVEMENT - RULES 132, 133, 134, 135 & REGULATION 74

It is frequently not appreciated that a Lodge of Instruction operates under the sanction of the Lodge

itself and that the responsibility for the Lodge of Instruction and its correct behaviour rests with the

Lodge members. Frequently cases are noted where a Lodge of Instruction behaves as though it has the

power to make changes in its constitution and format, such however is not the case and reference to

Rules 132, 133, 134, and 135, will clearly indicate the true facts relating to every Lodge of Instruction

and its responsibi1ities. Any change of venue MUST be approved at a regular Lodge Meeting after due

notification on the Summons.

ALL meeting places for Lodges of Instruction and Chapters of Improvement have to be approved by the

Province.

MINUTES OF LODGE MEETINGS AND CHAPTER /CONVOCATIONS - RULE 144

Although to the experienced Lodge Secretary/Chapter Scribe E the requirements for Minutes of a

Lodge Meeting/Chapter Convocation to be kept are obvious. This is also a requirement of Rule 144.

CANDIDATES FROM OUTSIDE THE PROVINCE - RULE 158

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It is essential that Rule 158 is observed when a Candidate for Initiation neither lives or works within

the area bounded by the Province of West Kent.

PASSING AND RAISING CANDIDATES FROM OTHER LODGES - RULE 173(a)

It is perfectly permissible for Lodges to Pass and Raise Candidates from other Lodges provided that

due observance has been paid to Rule 173(a).

VACANCY OF A LODGE/CHAPTER OFFICER - RULE 121 & REGULATION 55

A frequently held belief albeit quite incorrectly is that if an officer of the Lodge should die or become

unable to execute his office for the remainder of the year then the office cannot be filled until the

next Installation Meeting. This is quite wrong as reference to Rule 121 will quickly show. The foregoing

information does NOT apply to the Master of the Lodge.

19


STANDARD WORDING FOR LODGE AGENDA

1 To Open the Lodge.

2 To Read the Dispensation.

3 To Read, for Confirmation, the Minutes of the Previous Regular Meeting held on ………. (and of the Emergency Meeting held on ………. )

4 To Ballot for as a Joining Member (Rejoining Member), (W) Bro ………. (PM) ………. Lodge No ………. , Profession or Occupation, Private and Business Addresses, Proposer and Seconder, Date

Proposed in Open Lodge.

5 To Ballot for, and if Elected, to Initiate) Mr ………. (Name In full), Date of Birth (Not Age), Profession or Occupation (Proper description not simply Company Director, Civil Servant etc), Private and Business addresses, Proposer and Seconder, Date Proposed in Open Lodge.

Note: If both addresses are outside the Province of West Kent enquiries under Rule 158 must be made

of the appropriate Masonic Authority, through the respective Provincial Grand Secretary, BEFORE THE

CANDIDATE IS PROPOSED IN OPEN LODGE. This being done the statement “Rule 158 Complied-With”

should be inserted at the end of the item. If the two addresses are in fact the same, the second can

economically refer to the first. It is also recommended that the Candidate is not interviewed by the

Lodge Committee until such clearance is obtained.

6 To Initiate Mr ………. , Elected ………. (Date).

7 To Pass one (or two) of the following: Bro ………. , Initiated on ………. , and/or Bro ………. ,

Initiated on ………. , and/or Bro ………. , Initiated on ………. .

8 To Raise one (or two) of the following: Bro ………. , Passed on ………. , and/or Bro ………. , Passed

on ………. , and/or Bro ………. , Passed on ………. .

9 To Install W Bro or Bro ………. as Worshipful Master.

10 To Invest the Treasurer and Tyler, and to Appoint and Invest the other Officers.

11 To Ballot for as an Honorary Member W Bro ………. .

(Subject to Notice of Motion at Previous Meeting)

12 (a) To Consider a Proposition, Resolution or Motion by Bro ………. , pursuant to Notice at the last

Regular Meeting that the Annual subscription be increased from £x to £y as from ………. (Date).

20


(b) To Consider a Proposition by Bro ………. , Seconded by Bro ………. , that a Past Masters Jewel be presented to W Bro ……….

(c) To Consider a Proposition by W Bro ………. , Seconded by Bro ………. , that the Tyler’s fee be increased from £x to £y.

(d) To Consider a Proposition that a Grant of £x be made to a Brother (Widow of a Brother) in distressed circumstances.

13 To Receive, and if approved, adopt the Audited Accounts for the year ended ……….

14 To Receive reports from the Charity Steward and Almoner.

15 To Elect: 1. The Master for the ensuing year.

2. The Treasurer for the ensuing year. 3. The Tyler for the ensuing year.

Note: With regard to Items 15 (1) and (2) please see amended Rules 105(a) and 112(a) on Page 11

16 To Elect, in accordance with By-Law No ………. , x Brethren to serve on the Lodge Committee.

17 To Elect, in accordance with By-Law No ………. , x Brethren to serve as Auditors.

18 To Call Off the Lodge

19 To Call On the Lodge.

RISINGS

1ST To Report the Proceedings of Grand Lodge.

2ND To Report on Communications from the Province.

3RD To Attend to Other Business (Apologies etc.)

20 To Close the Lodge.

21


STANDARD WORDING FOR CHAPTER AGENDA

1 To Open the Chapter

2 To Read the Dispensation

3 To Read, for confirmation, the Minutes of the previous regular Convocation held on ………. (and of the Emergency Convocation held on ……….)

4 To Ballot for as a Joining Member (Rejoining Member) E Comp or Comp ………., (PZ), ……….

Chapter No ………. , Profession or Occupation, Private address, Business Address, Proposer and Seconder.

5 To Ballot for, and if elected, Exalt Bro ………. , Profession or Occupation (Proper Description -

Not Simply Company Director, Civil Servant etc), Private Address, Business Address, Proposer and Seconder, Lodge Name(s) and No(s), Date of Raising, and Date of Birth (Not Mandatory but Desirable).

6 To Exalt Bro ………. , Elected ………. (Date).

7 To Elect the Principals for the ensuing year.

8 To Elect the Treasurer.

9 To Elect the Janitor.

10 To Resolve that the Principals elect shall be empowered to appoint the rest of the Officers

11 To Elect, in accordance with By-Law No ………. , x Companions to serve on the Chapter Committee.

12 To Elect in accordance with By-Law No ………. , x Companions to serve as Auditors

13 To Install the Principals.

14 To Appoint and Invest the Officers.

15 To Ballot for as an Honorary Member, E Comp ………. (Subject to Notice of Motion at previous Convocation)

16 (a) To Consider a Proposition, Resolution, Motion by Comp ………. , pursuant to Notice at the last Regular Convocation that the Annual Subscription be increased from £x to £y as from ………. (Date)

(b) To Consider a Proposition by Comp ………. , Seconded by Comp ………. , that a Past Zerubbabel’s Jewel be presented to E Comp ………. .

(c) To Consider a Proposition by E Comp ………. , Seconded by ………. , that the Janitor’s fee be increased from £x to £y.

(d) To Consider a Proposition that a grant of £x be made to a Companion (Widow of a Companion) in distressed circumstances.

17 To Receive, and if approved, adopt the Audited Accounts for the year ended ……….

22


RISINGS

1ST To Report the Proceedings of Supreme Grand Chapter.

2ND To Report on Communications from the Province.

3RD To Attend to Other Business (Apologies etc.)

18 To Close the Chapter.

23


COMMON ERRORS WITH REGARD TO UNITED GRAND LODGE FORM

“REGISTRATION FORM P” & OTHER RETURNS

Dear Brother Secretary

Much unnecessary work and is incurred by Provincial Office Staff due to the poor quality of

a minority of returns being received by the Provincial Grand Secretary. The most frequent

errors are indicated below:

1 Grand Lodge Registration Forms “P” should be forwarded to the Provincial Office for

onward transmission to UGLE. complete, where necessary, with a cheque made payable to

the “United Grand Lodge of England” for the current charge, and a “WK90”, Notification

of Addition, Amendment or Deletion, completed for Provincial Office records. Before

despatching them to the Provincial Office, please double check that they are fully and

correctly completed as presently still some twenty per cent of all Registration Forms “P”

are being returned or referred to their originator.

Please check with the Provincial Office for the current fees.

2 “WK90’s” do not need to be completed in full, but should contain sufficient information

to “get the full message across”. If it is submitted for a Death, Resignation, Change of

Address etc, please supply the date when the event occurred in the box entitled

“Effective Date:”.

It is obligatory to complete the last two lines, namely:

“Name of THIS Lodge/Chapter:”, “Lodge/Chapter No:”,

“Name of Secretary/ScribeE:”, and the “Date:”.

3 The only return that should be handed to the Provincial Grand Master’s Representative on

the night of his visit is the Provincial Form “WK-PGM Rep”, entitled Visit by Provincial

Representative.

4 The Provincial Form “WK-IN RET”, Provincial Installation Return should be returned

together direct to the Provincial Office.

5 When returning Lodge Financial Returns, please note that it is vitally important to return

the following forms etc together, namely:

24


One copy of the Grand Lodge Form AR1 supplied by Grand Lodge direct to Lodges.This

form must match the Provincial Computer Print Out both in numbers of Brethren and

their names – If not amend accordingly.

The Provincial Form “D1/L”, Membership Summary.

The Provincial Dues in the form of a cheque made payable to the Provincial Grand Lodge

of West Kent.

If it is necessary to amend the Total Payable on Form D1/L please consult with the

Provincial Office if in any doubt over what the amendment should be, as this can save

considerable time and effort later.

6 If a Lodge requires to change its annual subscriptions fee, both the Notice of Motion and

the Notice of Proposition must be recorded on subsequent Lodge Summonses – Please note

increases in subscriptions cannot be made retrospectively

7 With regard to Candidates for Initiation and Joining, please remember to include in the

Agenda of the Lodge Summons, their Full Name, Date of Birth, Home Address, Occupation,

Business Address, Names of Proposer and Seconder, and date when read in Open Lodge. If

the Candidate lives and works outside the Province of West Kent, an indication that

Clearance in accordance with Rule 158, Book of Constitutions has be received. For Joining

Members names of all previous Lodges must be given.

8 Please remember to Email the Lodge Summons to the Provincial Office at this address

[email protected] to arrive at least ten days prior to the

Lodge Meeting.

And the Chapter summons to [email protected]



25


To All Chapter Scribes E

COMMON ERRORS WITH SUPREME GRAND CHAPTER AND PROVINCIAL

GRAND CHAPTER RETURNS

Dear Companion Scribe E

Much unnecessary work and expense is being incurred by Provincial Office Staff due to the

poor quality of a minority of returns being received by the Provincial Grand Scribe E. The

most frequent errors are indicated below:

1 Supreme Grand Chapter Registration Forms “P” must be sent to the Provincial Office for

onward transmission to Supreme Grand Chapter complete, where necessary, with a

cheque made payable to the “Supreme Grand Chapter” for the current fee and a “WK90”,

Notification of addition, amendment or deletion, completed for Provincial Office records.

Before sending them to the Provincial Office, please double check that they are fully and

correctly completed as presently still some five per cent of all Registration Forms “P” are

having to be returned or referred to their originator.

2 “WK90’s” do not need to be completed in full, but should contain sufficient information to

“get the full message across”. If it is submitted for a Death, Resignation, Change of

Address etc, please supply the date when the event occurred in the box entitled

“Effective Date:”.

It is obligatory to complete the last two lines, namely:

“Name of THIS Lodge/Chapter:”, “Lodge/Chapter No:”,

“Name of Secretary/ScribeE:”, and the “Date:”

3 The only return that should be handed to the Grand Superintendent’s Representative on

Nights of Installation is the Provincial Form “WK-MEGS Rep”, entitled Visit by Provincial

Representative.

4 When returning Chapter Financial Returns, please note that it is vitally important to

return the following forms etc together, namely:

26


One copy of the Supreme Grand Chapter Form AR1 supplied by Supreme Grand Chapter

direct to Chapters. This form must match the Provincial Computer Print Out both in

numbers of Companions and their names – If not amend accordingly.

The Provincial Form “D1/C”, Membership Summary.

The Provincial Dues in the form of a cheque made payable to the Provincial Grand Chapter

of West Kent.

If it is necessary to amend the Total Payable on Form D1/C please consult with the

Provincial Office if in any doubt over what the amendment should be, as this can save

considerable time and effort later.

5 If a Chapter requires to change its annual subscription, both the Notice of Motion and the

Notice of Proposition must be recorded on subsequent Chapter Summonses - Please note

increases in subscriptions cannot be made retrospectively.

6 With regard to Candidates for Exaltation and Joining, please remember to include in the

Agenda of the Chapter Summons, their Full Name, Date of Birth, Home Address,

Occupation, Business Address, Names of Proposer and Seconder. For Joining Members

names of all previous Chapters must be given.

7 Please remember to forward your Chapter Summonses to the Provincial Office to arrive at

least ten days prior to the Chapter Convocation. If you are using Email send it to

[email protected]


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